ACP 11 ADMINISTRATION OF CIVILIAN COMMITTEES IN THE AIR TRAINING CORPS

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1 ACP 11 ADMINISTRATION OF CIVILIAN COMMITTEES IN THE AIR TRAINING CORPS

2 AMENDMENT SHEET Version No Amendment Amended By Date 1.00 Re-write. I F Todd 5 Sep Post-Charity Commission and OSCR consultation. I F Todd 31 Oct Update. I F Todd 15 Jul 15 DISTRIBUTION LIST All ACRHQs All Wg HQs All Sqn Chairmen All OC Sqns HQ AC (Rgnl Chairman*) (Rgnl Comdt) (Rgn ARC) (Wing Chairman) (Wg OC) (Wg ExO) (Comdt) (COS AC) (Wg Cdr Admin) (PSO) (OC ATF) (ACFO) (Accounts Officer) (All HOBs) *Throughout this document Chairman is a generic term. 1

3 CONTENTS Chapter Contents Page No 1 Introduction Air Cadet Council Regional Councils Wing Committees Squadron Committees Monitoring of Squadron Civilian Committees Honorary Presidents 7-1 Annexes: A. Constitution for Squadron Associations and Committees. B. Resolution of Disputes Procedure. C. Terms of Reference - Region Chairman. D. Terms of Reference - Region Treasurer. E. Terms of Reference - Region Secretary. F. Terms of Reference - Wing Chairman. G. Terms of Reference - Wing Treasurer. H. Terms of Reference - Wing Secretary. I. Terms of Reference - Squadron Chairman. J. Terms of Reference - Squadron Treasurer. K. Terms of Reference - Squadron Secretary. 2

4 CHAPTER 1 INTRODUCTION PURPOSE OF THE PUBLICATION 1. The Air Training Corps is a voluntary youth organisation for the air minded under the sponsorship of the Ministry of Defence (MOD), but its squadrons are based in their local Communities and are part of their own cities, towns and villages. Some of the activities are sponsored and financed by MOD but others are not, and it is in connection with the latter that squadrons need the help of their civilian committees. 2. These revised instructions have been introduced to ensure that civilian committees and councils are provided with common governance and information which will help them to fulfil their obligations to the Air Training Corps at whichever level they serve. AIMS OF THE AIR TRAINING CORPS 3. It is important that all should be clear on the aims of any organisation with which they are associated. Those of the ATC are defined in the Royal Warrant in the following terms: a. To promote and encourage among young people a practical interest in aviation and the Royal Air Force (RAF); b. To provide training which will be useful both in the Services and civilian life and; c. To foster the spirit of adventure and to develop the qualities of leadership and good citizenship. 4. The ATC is thus a youth organisation in the normal sense of that term, but with particular emphasis on training in aviation subjects. It is not an RAF recruiting organisation but it nevertheless enjoys a special relationship with the RAF. Public financing and RAF support are in the main directed towards aviation orientated activities and towards other activities which will be of particular value to those cadets who elect for a career in the RAF or indeed one of the other Armed Forces. Of course, such public funding and support does not, and is not intended to, exclude help for youngsters whose careers may follow other avenues. CIVILIAN SUPPORT 5. It is recognised, however, that the stated aims of the Corps can only be met in full if the scope of the training is widened beyond that officially financed and supported, and it is primarily in this field that civilian committees make their vital contribution. This is not to say, however, that civilian committees cannot also make a useful contribution to the officially sponsored training. 6. As a youth organisation, the ATC has responsibilities to the community in which any Squadron or Detached Flight is located and the local community will doubtless wish to encourage worthwhile activities intended to help the youngsters living locally. The civilian committees provide a 2-way link to help each side to support the other. CONTROL OF THE AIR TRAINING CORPS 7. In defining in more detail the role of the civilian structure, it is first important to clarify the relationship between it and the uniformed structure. 1-1

5 8. The governing body of the Air Training Corps is the Air Cadet Council which operates under the aegis of the Air Force Board in the MOD. Council policy is implemented by Commandant Air Cadets, through Regional Commandants, Wing Commanding Officers and so to Squadron and Detached Flight Commanders. Each formation commander is responsible to his/her immediate superior for the implementation of Corps policy and for the efficiency of his/her formation, squadron or flight. It would accordingly be improper for a civilian committee to attempt to persuade the local uniformed commander to vary published Corps policy but their safeguard is that the civilian view can always be represented to higher levels through the civilian council and committee structure. 9. Control is thus exercised by the uniformed staff, with the civilian staff in a supporting role, but policy is determined jointly and ultimately by the Air Cadet Council. CIVILIAN COUNCILS AND COMMITTEES 10. The civilian structure of the ATC is based on Councils and Committees in support of each Region, Wing, Squadron and Detached Flight. These are: a. The Air Cadet Council, under the Presidency of the Under Secretary of State for the Armed Forces, composed of representatives from MOD, the Commandant Air Cadets and the Chairmen or representatives of Regional Councils; b. The Regional Council composed of the chairmen or their representatives of all Wings in the Region; c. The Wing Committee composed of the chairmen or their representatives of all squadrons in the Wing; d. The Squadron Committee. This hierarchy monitors and oversees the governance of this pillar from squadron level to the Air Cadet Council. 1-2

6 PURPOSE 11. The purpose of these Councils and Committees is to support cadet activities by: a. Giving direct help and advice to formations in performance of their tasks; b. Providing a means of ensuring that squadrons views are properly represented at Air Cadet Council, Regional and Wing levels; c. Fostering association between ATC formations and their associated communities; d. Raising, controlling and accounting for non-public funds in support of squadron training programmes and approved activities. 12. Committees therefore are to aim to be active and purposeful with regular meetings as detailed in the appropriate chapter of this publication. The Air Cadet Council meets in July and the Air Cadet Council Steering Group generally meets in January. Regional Councils and Wing Committees are therefore to ensure that they meet at some convenient time before the main Council meetings so that, where relevant, their views may be passed on for consideration at the highest level. Squadron Committees are to meet regularly and two of these meetings are to precede the Wing and Regional meetings leading up to the bi-annual Air Cadet Council meetings. SUMMARY 13. Wing Committees and Regional Councils are integral to the success of the Corps, and they must function as effective bodies if the civilian view offered at the Air Cadet Council is to be representative of those whom members are elected to represent. 14. Squadron civilian committees play a vital role in ATC activities. While it is not impossible to have an efficient squadron without a good civilian committee, it is much easier to achieve success with good civilian committee support. 15. It is hoped that these instructions will be helpful to Chairmen, Council and Committee members at all levels in achieving the desired results. However, it is again emphasised that they do not profess to be comprehensive, nor is any attempt made to define priorities as these will vary according to circumstances. Where there is any departure from this document, there must be a clear and justifiable reason for doing so, which must be recorded. Each committee should be guided by the needs of the situation, bearing in mind always that the aim of the Corps is to provide young people with training which will be useful in their adult life. Squadron Committees should always remember that they are in support of and do not manage the squadron with which they are associated. As trustees of their non-public funds, whether registered directly with the Charity Commission as an independent charity or with excepted charitable status, they must remain faithful to their objects which are: a. To raise and manage the non-public sports and welfare fund on behalf of the squadron. b. To fully support the Squadron Commander to fulfil the aims of the Air Training Corps as contained in Chapter 1 but in particular to provide funding to support activities that foster the spirit of adventure and develop the qualities of leadership and good citizenship. 1-3

7 CHAPTER 2 AIR CADET COUNCIL 1. Constitution. The Air Cadet Council is established to consider all aspects of the Air Training Corps and to recommend to the Air Force Board any changes which the council think would improve the Corps image and efficiency. It is responsible to the Air Force Board for the overall running of the Air Training Corps and for the formulation of general policy on all aspects of its work. 2. The Air Cadet Council will be under the honorary, non-executive, presidency of the Parliamentary Under - Secretary of State for Defence and the chairmanship of the Chief of the Air Staff. The membership is as follows: Deputy Commander Capability (AMP, Chairman Air Cadet Council Steering Group) Vice Patron Parliamentary Representative Air League Representative Director Resources HQ Air Commandant Air Cadets OC 2FTS Representative Regional Chairmen (2) Representative Regional Commandant (1) Wing Commander CCF (RAF) Corps Chaplain Secretary (appointed by Commandant Air Cadets) In attendance: Chief of Staff, Air Cadets Director Reserve Forces and Cadets MOD and Other Government Department Representatives, as required 3. The Air Cadet Council will meet at the MOD normally every year in July. It may, at its discretion, co-opt other members for their specialist advice and call extraordinary meetings. 4. The Air Cadet Council Steering Group. The Air Cadet Council Steering Group is established to advise the Air Cadet Council on the formulation of corporate strategy and funding. It is under the chairmanship of Deputy Commander Capability (Air Member for Personnel, as Top Level Budget holder) and will normally meet in January. The membership is as follows: Deputy Commander Capability/Air Member for Personnel Air Officer Commanding No 22 (Training) Commandant Air Cadets Chief of Staff, HQ Air Cadets Regional Commandants (6) OC 2FTS Wg Cdr CCF (RAF) Regional Chairmen (6) Corps Chaplain In Attendance: RF&C Representative Secretary appointed by Commandant Air Cadets 2-1

8 5. The Chaplains Committee. The Air Cadet Council will set up a Chaplains Committee to advise the Council on matters affecting the spiritual welfare of the Corps as a whole and of cadets in particular. The Council will nominate the Chairman of the Chaplains Committee who will normally hold office for a period of 4 years and will be known as the Corps Chaplain. The Chaplains Committee will consist of the ATC Regional Chaplains and may include representatives of denominations and other religions not adequately represented by the Regional Chaplains along with a representative of the Royal Air Force Chaplains Branch and the Secretary who will be appointed by HQ AC. 6. Finance and General Purposes Committee. The Air Cadet Council will set up a Finance and General Purposes Committee with particular responsibility to the Council for the administration of activities not funded by the public account and for maintaining the income and allocation of the General Purposes Fund. The responsibility for the General Purpose Fund is vested in the Board of Trustees who are personally accountable for its operation in accordance with the Trust Deed and Charity Commission regulations. The Trustees offer advice for the Committee to consider. A recommendation for expenditure, taken by a majority vote at the Finance and General Purpose Committee, is taken for endorsement to the Trustees. Meetings normally take place in March and October each year. 7. The Finance and General Purpose Committee will consist of: Commandant Air Cadets (Chairman) Chief of Staff Air Cadets (Chairman of the Sports Council) Chairmen of the 6 ATC Regions In attendance: Corps Chaplain A Regional Commandant appointed by Commandant Air Cadets Air Cadet Finance Officer and General Purposes Fund Treasurer Air Cadets Accounts Officer and General Purposes Fund Secretary The Board of Trustees will consist of: Commandant Air Cadets (Chairman) Chief of Staff Air Cadets A member nominated by the Commandant Air Cadets (Financial Advisor) A member nominated by the Corps A member nominated by the Finance and General Purpose Committee (may be one of the nominated Chairmen members above) 8. Council may at its discretion set up other subordinate committees including an Appeal Panel as required under the Resolutions of Conflict Procedure for Civilian Committees. 2-2

9 CHAPTER 3 REGIONAL COUNCILS 1. Composition. The Regional Council consists of a representative from each Wing within the region, normally the Wing Chairman from each Wing Committee, together with the Regional Commandant and the Regional Chaplain as ex-officio members. Either a civilian member or member of the Regional Headquarters staff may act as Secretary and/or Treasurer. The Regional Council Trustees will be determined by each Regional Council. 2. Each Council is also to determine whether Wing Commanding Officers are to attend their meetings. Wing Commanding Officers that attend are not eligible to vote. 3. Appointment of Officers. The Regional Chairman, Deputy Chairman, Secretary and Treasurer will be elected initially for a three year term followed by a rolling annual re-election. All officers of the Council shall be elected by the voting members only. The quorum for any election is 2/3rds of the voting members of the Council. 4. Upon appointment and during their tenure, Council members are to familiarise themselves with all of the provisions of Chapter 5 of this publication and apply the principles set out as are relevant and appropriate. 5. Regional Chairman. a. Nomination. On retirement of a Regional Chairman, Nomination Forms should be sent to all Wing Chairmen to facilitate the election of a new Regional Chairman prior to any approach to a candidate from outside the Regional Council. b. Eligibility. The Regional Chairman need not necessarily be a Wing Chairman. If the candidate does not hold or has not held that position, they are to be a retired senior RAF or RAF VR(T) officer or other person with significant Air Training Corps experience. If a Wing Chairman is elected Regional Chairman they must relinquish their Wing Chairmanship. 6. Council Membership Ineligibility. No person may be appointed to any role within the Regional Council if: a. They are under the age of 18. b. They are currently serving as a uniformed or civilian staff member. c. They are currently a cadet. d. Their service in the Corps in any capacity has been terminated. e. Their appointment has not been renewed because of inappropriate behaviour. f. They have resigned as a direct consequence of any allegation of inappropriate behaviour that is investigated by a statutory child protection body, police force, financial regulator, or Corps enquiry that would have reasonably been expected to lead to termination or non-renewal. g. They have been convicted of any offence involving dishonesty or deception, unless the conviction is legally regarded as spent. 3-1

10 h. They are undischarged bankrupts. i. They have made compositions with their creditors and have not been discharged. j. They have at any time been removed by the Commissioners or by the Courts in England, Wales or Scotland from being a trustee because of misconduct. k. They are disqualified from being company directors. l. They have failed to make payments under County Court administrative orders. 7. Persons who are prevented from becoming members of a civilian committee due to alleged ineligibility under the previous paragraph are entitled to appeal to the Commandant of the Corps. Such an appeal should be lodged in writing within 21 days of being advised of the decision. The Commandant of the Corps may delegate the decision making process to another Regional Chairman as is appropriate. The appeal will be dealt with in accordance with the grievance procedure, insofar as they are appropriate to the appeal. 8. Terms of Reference. It is desirable that Regional Councils operate in much the same way as Wing Committees, but it is recognised that local characteristics may necessitate departures from such arrangements. Regional Councils should in the main deal with Regional policy and not with executive matters that require a rapid decision, such as the closure or amalgamation of units. TORs for Regional Council officers are at Annexes C-E. 9. Meetings. The Air Cadet Council Steering Group meets each January and the Air Cadet Council Steering Group meets generally in July. Regional Councils are, therefore, to ensure that they meet on a convenient date before the main Council meetings to allow information to be fed upwards. 10. Region Chairmen or Secretary shall circulate an agenda and reports in advance of council meetings to all Council members. The standard template which is included in the Wing Chairman s Handbook should be used for this purpose. 3-2

11 CHAPTER 4 WING COMMITTEES 1. Composition. The Wing Committee consists of a representative, normally the Committee Chairman, for each squadron within the wing plus the Wing Commanding Officer and Chaplain as ex-officio members without voting powers. Squadron commanding officers may also be invited to attend meetings of the Committee, either for a specific purpose or as ex-officio members. No staff member of the Wing, whether a uniformed member, civilian instructor or chaplain shall have any voting right at the Wing Committee. 2. Appointment of Officers. A Wing Secretary and Wing Treasurer must be elected, who shall be: a. A civilian Wing Committee member or b. A member co-opted for the purpose or c. The Wing Executive Officer should only perform these roles on a temporary basis, in circumstances where there is no other suitable candidate available. 3. Terms of reference for each Wing Committee officer are included as annexes to this document. Additional persons may be added to the committee as co-opted members for a period of up to one year. At the end of the period, they shall be eligible to continue if so elected. 4. Attendance of Squadron Commanders -The attendance of Squadron Commanding Officers is a matter for each Wing Committee to decide. It is recommended that all Squadron Commanding Officers should at least be notified of the dates of Wing Committee meetings. In the event that a Squadron Commanding Officer attends a Wing Committee meeting, they shall have no voting rights. 5. Elections. All officers shall be elected into office for an initial period of 3 years. Thereafter, by election, they may be re-elected on a one year rolling basis. The election may take place at a meeting, by , by postal vote or a combination of all as may be convenient. In all events the election will be overseen by the Wing Commanding Officer. It is for each Wing Committee to determine the procedure to be followed for the election of officers, subject to the following: a. Nomination papers will be distributed to all squadron committees in advance of the Wing AGM by the Wing Secretary, assisted by the Wing HQ if so required. b. At the meeting called to hold the election, the Wing Commander will act as scrutineer. c. All officers and ex-officio members shall be appointed by the agreement of a quorum of 2/3rds of the voting members of the Wing Committee. Ex-officio members have no voting rights. 6. Eligibility. The Wing Chairman, Secretary or Treasurer need not necessarily be, or have been, a Squadron Chairman. If the candidate does not hold or has not held that position, they are to be a retired RAF or RAF VR(T) officer or other person with significant Air Training Corps experience. It is preferable that if a Squadron Chairman is elected Wing Chairman they should relinquish their Squadron Chairmanship. Similarly each post should be filled by a separate person if possible. 4-1

12 7. Ineligibility. No person may be appointed to any role within the Wing Committee if; a. They are under the age of 18. b. They are currently serving as a uniformed or civilian staff member. c. They are currently a cadet. d. Their service in the Corps in any capacity has been terminated. e. Their appointment has not been renewed because of inappropriate behaviour. f. They have resigned as a direct consequence of any allegation of inappropriate behaviour that is investigated by a statutory child protection body, police force, financial regulator, or Corps enquiry that would have reasonably been expected to lead to termination or non-renewal. g. They have been convicted of any offence involving dishonesty or deception, unless the conviction is legally regarded as spent. h. They are undischarged bankrupts. i. They have made compositions with their creditors and have not been discharged. j. They have at any time been removed by the Commissioners or by the Courts in England, Wales or Scotland from being a trustee because of misconduct. k. They are disqualified from being company directors. l. They have failed to make payments under County Court administrative orders. Persons who are prevented from becoming members of a civilian committee due to alleged ineligibility under the previous paragraph are entitled to appeal to the Regional Chairman. Such an appeal should be lodged in writing within 21 days of being advised of the decision. The Regional Chairman may by agreement allocate the decision making process to another Regional Chairman as is appropriate. The appeal will be dealt with in accordance with the grievance procedure, insofar as they are appropriate to the appeal. ROLE AND RESPONSIBILITIES OF WING COMMITTEES 8. Role. The functions of a Wing Committee will be influenced by the geographical area and the number of squadrons within the Wing. Basically, however, the role is: a. To co-ordinate, where necessary, the activities of all squadron civilian committees in the Wing but avoiding unnecessary interference with those activities. b. To manage the expenditure of the Wing Committee Fund. c. To provide the means whereby a Wing view may be represented at the Regional Council (see Chapter 2). d. To work with the Wing Commanding Officer to help deliver the aims and objectives of the Air Cadet organisation. 4-2

13 e. To provide the link between the OC Wing and the community within the Wing boundaries. f. To promote the Air Cadet Organisation. g. The raising, management and administration of non-public funds are to be collectively exercised unless specific acts are delegated, in writing, to individuals or sub-committees. The voting Wing Committee members, as charity trustees, retain responsibility for those delegated acts and must ensure appropriate reporting arrangements are in place and exercise supervision over any delegated authorities. Funds raised should only be used in support of Wing Training Programmes and Approved Activities (see ACP 10). h. Each committee should decide on any additional functions and responsibilities in the light of its local circumstances and in consultation with the Wing Commanding Officer. These functions should be reviewed from time to time. 9. Responsibilities. As a minimum, the responsibilities of Wing Committees shall be: a. To ensure that every squadron enjoys the support of an active and effective civilian committee, and to help to find suitable members to serve on the committee of proposed new squadrons. b. To formulate, as far as is practicable, a Wing policy for all activities not supported by public funds, eg sport and citizenship training and service to the community. c. To arrange with other parties concerned, for the necessary support (in terms of facilities, finance and negotiation) for activities conducted on a Wing basis. d. To represent when requested by the Wing Commanding Officer and to the Regional Commandant (through the Wing Commanding Officers) its views on any matters considered to be relevant to the opening, re-grading, amalgamation or disbandment of units. e. To assist the Wing Commanding Officer by any means open to them whereby Corps activities in the Wing may be made more effective in terms of the training and facilities offered to the cadets. f. To co-ordinate ATC activities with those of other youth uniformed organisations. g. To submit recommendations to the Regional Commandant for the appointment of the Wing Commanding Officer, as and when appropriate. h. All members of the Wing Committee shall familiarise themselves with the provisions contained within Chapter 5 of this publication and apply them as relevant and appropriate. 10. Wing Executive Committees. Wings are encouraged to form a senior forum to carry out delegated activities on behalf of their wing committees. These activities could include the review of requests for grants from squadrons within the wing or to formulate policies which would then need to be ratified by a meeting of the wing committee. This forum could be named the Wing Executive or Finance Committee. In wings which cover a large geographical area or contain a high number of squadrons this smaller committee reduces the need for too many large gatherings of squadron committee representatives. It is important that comprehensive terms of reference are established to avoid controversy. 11. Meetings. The Air Cadet Steering Group meets each January and the Air Cadet Council generally meets in July, Wing Committees are, therefore, to ensure that they meet on a convenient 4-3

14 date before the main Regional Council meetings so that, where relevant, their views may be passed on. 12. Wing Presidents. A local dignitary (eg a retired senior RAF officer or prominent local citizen) may be invited to become Honorary President or Vice-President, for a three year term and may subsequently be invited to continue for further 3-year terms if the committee so wishes. Honorary appointments have no decision making or voting rights within the committee. REPLACEMENT OF OFFICERS OR MEMBERS OF WING COMMITTEE 13. The civilian body in whom is vested the authority for election or appointment of new members is also authorised, by a majority vote, to relieve any member of his or her appointment or membership at any time. On these occasions only full voting members of the body are entitled to vote, and all voting members must be involved in the decisions; ie such action cannot be taken by a quorum. The vote may be taken at a meeting of the Wing Committee, by postal vote or by a combination of the two, as may be agreed by the majority of the voting members of the committee. TERMS OF REFERENCE 14. Terms of reference for Wing Committee officers are provided at Annexes F-H. MATTERS OF DISPUTE 15. If a committee member is unable to resolve locally with his/her committee matters of principle or major concern and believes the matter should be referred to another authority, he or she is to address the complaint to the Wing Chairman who will forward it to the Regional chairman with his/her comments. The Regional Chairman will arbitrate in the matter and make a final decision. 16. If this decision fails to satisfy the complainant then he or she is entitled to appeal under the Resolution of Disputes Procedure, at Annex B. 4-4

15 CHAPTER 5 SQUADRON COMMITTEES INTRODUCTION 1. The purpose of a squadron committee is to undertake the responsibilities described in this publication including the welfare of cadets. Squadrons and detached flights are the basic but most important units of the Corps and therefore the supporting role that squadron committees provide is crucial. The civilian committee is drawn from members of the Squadron Association who, among other functions, have the responsibility for managing the use of non-public funds, i.e. money raised locally from subscriptions, sponsorship or grants. See para 6 of this chapter. 2. Squadron commanders have overall operational control of the squadron, are responsible for the implementation of Corps policy, management of the staff and cadets and they alone are responsible for co-ordinating the training programme. They must, however, give full weight to the opinions and the advice of the squadron committee in determining policy for the non-service sponsored activities in the squadron. They will depend upon the committee to raise funds to support those activities not financed by public funds, i.e. MOD (RAF). 3. The welfare of cadets is primarily the responsibility of the squadron commander and his/her staff; the Squadron Committee is to adopt a supporting role, enabling funds to be released that might be necessary to promote cadet welfare and wellbeing. However, the Squadron Committee also have a duty of care to the cadets, and to a lesser extent to the staff on the Squadron, and are to keep a watchful eye on cadet and staff morale, ensuring that the conduct of the uniformed staff is conducive to fair and equal treatment of all Squadron members. Should Squadron Committee members become aware of behaviour they feel is not in keeping with ACP 1 1 or ACP 4 2 particularly if there are concerns about bullying or harassment, they are to alert the Squadron Commander, via their Chairman, of these concerns. It is not for the Squadron Committee to take action other than to bring their concerns to the attention of the uniformed staff, unless, of course, Child Protection is at stake, in which case they should follow the published procedures for reporting such concerns. If there is no response to the request for a change in behaviour, the Squadron Chairman should elevate his or her concerns to the Wing Chairman and he/she will raise the issue with the relevant OC Wing. Only if intervention by the OC Wing and Wing Chairman fails should the issue be elevated to the Regional Chairman for action with the Regional Commandant. As with all such issues, resolution should be at the lowest level possible and the welfare and safety of the cadets and staff remain paramount. 4. Committees and Squadron Commanders are expected to work together to achieve the aims of the organisation. FUNCTION 5. The function of the Squadron Committee is to undertake such duties as are laid down in the Regulations of the Air Training Corps (AP 1919), in accordance with Administration of Civilian Committees in the Air Training Corps (ACP 11) and Administration of ATC Public and Non-public Funds (ACP 10), as approved by the Air Cadet Council. 1. ACP 1 Ethos, Core Values and Standards in the Air Cadet Organisation. 2. ACP 4 Safeguarding and protecting Children in the Air Cadet Organisation 5-1

16 THE SQUADRON ASSOCIATION 6. Members of the Squadron Association will be drawn from any or all of the following: a. Parents or Guardians of serving or former cadets. b. Members of the current Squadron Committee. c. A member of the local RAFA Branch Committee. d. Representatives of companies or businesses within the local community. e. A representative of Local Education Authority, Police, Fire, Ambulance or other organisations concerned with youth and citizenship training who have indicated that they wish to support the activities of the squadron. f. An invited individual experienced in working with young people. g. The Wing Chairman. The mandatory constitutional arrangements for Associations are to be found at Annex A. MEMBERSHIP OF SQUADRON COMMITTEES 7. The Squadron Committee should ideally consist of at least five but no more than twelve members. Officers of the committee shall be the Squadron Chairman, Secretary and Treasurer, who shall be elected for the term of one year at the AGM of the Association. The Squadron Commander, the Flight Commander of any Detached Flight, and the Squadron Chaplain will be ex officio members of the committee with no entitlement to vote. 8. Appointment. Appointments of the officers and members of the committee shall be made by election by the members of the Association at the AGM. During the election the meeting will be chaired by either the squadron president, wing chairman or squadron commander. Once elected, a squadron committee may appoint ex-officio members to assist in a particular capacity other than that of a committee officer. Ex-officio members shall have no voting rights. 9. Subject to election by a quorum of no less than 3 (or 2/3 of the voting members, whichever is the greater), a new full member may also be appointed to replace a member who has resigned before their term has concluded or where the committee has less than 12 members. 10. Upon the appointment of any committee member, the Squadron Secretary or other nominated person is to ensure that any changes in membership are to be forwarded to Wing HQ and the Wing Chairman, including contact details. 11. Eligibility. Committee members are to be representatives of the local community and should include: a. Parents or Guardians of serving cadets. b. Members of the current Committee. c. A member of the local RAFA Branch Committee. d. By invitation representatives of companies or businesses within the local community with an interest in youth. 5-2

17 e. By invitation representatives of the Local Education Authority, Police, Fire, Ambulance or other organisations concerned with youth and citizenship training. f. An invited individual experienced in working with young people. 12. Ineligibility. No person may be appointed to any role within the Squadron Committee if: a. They are under the age of 18. b. They are currently serving as a uniformed or civilian staff member. c. They are currently a cadet. d. Their service in the Corps in any capacity has been terminated. e. Their appointment has not been renewed because of inappropriate behaviour. f. They have resigned as a direct consequence of any allegation of inappropriate behaviour that is investigated by a statutory child protection body, police force, financial regulator, or Corps enquiry that would have reasonably been expected to lead to termination or non-renewal. g. They have been convicted of any offence involving dishonesty or deception, unless the conviction is legally regarded as spent. h. They are undischarged bankrupts. i. They have made compositions with their creditors and have not been discharged. j. They have at any time been removed by the Commissioners or by the Courts in England, Wales or Scotland from being a trustee because of misconduct. k. They are disqualified from being company directors. l. They have failed to make payments under County Court administrative orders. 13. Persons who are prevented from becoming members of a civilian committee due to alleged ineligibility under the previous paragraph are entitled to appeal to the Wing Chairman. Such an appeal should be lodged in writing within 21 days of being advised of the decision. The Wing Chairman may by agreement transfer the decision making process to the Regional Chairman as is appropriate. The appeal will be dealt with in accordance with the grievance procedure at Annex B, insofar as they are appropriate to the appeal. 14. If any member of the Association, including the Committee, is appointed as an officer, an adult WO, SNCO or civilian instructor, his or her membership of the Association shall lapse. 15. A local dignitary (e.g. a retired senior RAF officer or prominent local citizen) may be invited to become Honorary President or Vice-President, for a three year term and may subsequently be invited to continue for further 3 year terms if the committee so wishes. 16. These Honorary appointments have no decision making or voting rights within the committee. See Chapter 7 of this publication. 5-3

18 TERMS OF REFERENCE 17. Terms of reference for Squadron Committee officers are provided at Annexes I-L. PROCEDURE FOR ANNUAL RE-APPOINTMENT OF COMMITTEE MEMBERS 18. Elections will be held at the AGM to elect a Committee and the post holder positions of Squadron Chairman, Treasurer and Secretary. All positions on the Committee are held for a period of one year, although individuals may offer themselves for re-election. At subsequent AGMs: a. All members of the Committee, including the post holders, must stand for re-election if they are to continue to serve for a further year. b. All of the committee positions shall be automatically retired although they will be eligible for re-election. c. All positions shall be filled by ballot of the members of the Association, from candidates proposed and seconded by members of the Association. d. Advance notice of 21 days shall be given of the date by which nominations are to be received. e. Committee Secretary to ensure that all members of the Association are notified of the date, time and venue for the AGM. Resolutions are passed by a simple majority of those members present including postal votes. THE ROLE AND RESPONSIBILITIES OF A SQUADRON COMMITTEE 19. Some of the specific ways in which a squadron committee can and indeed should help its own squadron are: a. In giving support and help to the Squadron Commander and his staff by showing a keen interest in all the squadron s activities particularly by occasional attendance at parade nights and other squadron activities. They should also take time to meet and talk to the cadets of their squadron. b. Providing or arranging support in terms of finance facilities and negotiation with local authorities or other bodies or individuals as may be required to support these additional activities. When arranging fund raising activities, care is to be taken to avoid any form which may reflect adversely on the Corps or its members. c. The Committee will act as trustees and account for the non-public funds. The squadron may be reimbursed for some of its expenditure from public funds and the Treasurer and other members of the committee will be required to present claims in accordance with ATC requirements. This is mandatory and because of its importance, chairmen and treasurers are to be fully conversant with the regulations and procedures contained within ACP 10. d. The non-public monies entrusted to the committee, in their capacity as trustees, shall be regarded as in the joint charge of all the voting members of the committee. The treasurer shall be regarded as their facilitator for the receipt, custody and disbursement of such monies. The committee shall direct the treasurer regarding his/her duties as they think fit. 5-4

19 e. Under no circumstances should a member of the squadron staff, including the squadron commander or Civilian Instructor, have control of the non-public funds for the squadron. This includes being a signatory on an account. f. When forming a squadron or a detached flight, finding suitable accommodation in consultation with the Wing Commanding Officer, Unit Commander and other adult staff. g. Assisting the Squadron Commander with the administration of unit premises and their furnishings. Requests for assistance should in the first instance be referred to the Wing Executive Officer. h. Considering what additional activities to recommend to the unit commander so that the aims set out in Chapter 1, Paragraph 3 may be met in full. i. When a replacement is required, assisting the Wing Commanding Officer in finding a suitable person to command the squadron. j. Assisting the Squadron Commander in finding suitable adult staff to support all activities. This may cover quite a wide field because requests for specialist activities on behalf of the cadets will be dependent on the finding of a suitable adult to act as instructor. k. Assisting the Squadron Commander by all means within their power to increase the effectiveness of the squadron. l. Establishing and maintaining good relationships between the squadron and all elements of the local community with the object of obtaining maximum support. m. Giving assistance to the Squadron Commander, or his/her nominated member of staff, to obtain the maximum of good press, radio and television publicity n. Providing advice and practical assistance in dealing with any welfare problems that might arise among the cadets or adult staff. See Para 3, above. o. Assisting the Squadron Commander in ensuring that provision is made, by the appointment of a Squadron Honorary Chaplain, for religious observance and opportunities for cadets to find a faith by which to live. RESPONSIBILITIES OF TRUSTEES OF SQUADRON ASSOCIATIONS 20. The detailed responsibilities outlined in this Section (which are based on guidance issued by the Charity Commission) may appear to be rather daunting; in practice, they represent the actions that should be taken by a prudent and responsible person, or group. Moreover, the Charity Commission has stated that trustees will put themselves at risk only if they: a. Cause loss to the charity by acting unlawfully, imprudently or outside the terms of the charity s governing document (in the case of a Squadron Association this means the Squadron Association and Committee s Constitution, the ATC s Royal Warrant and Regulations). b. Commit the charity to debts which amount to more than its assets. It is recommended that each Association assesses the level of risk for persons acting as trustees on their behalf and may decide to take out indemnity insurance to cover the liability. Given that squadron associations are not likely to be involved in either the employment of staff or property matters the perceived level of risk is deemed to be low however an insurance policy may be purchased which will offer some protection. 5-5

20 21. General Duties of Association Trustees. In their general duties as Trustees of the Non- Public Funds, the Squadron Committee must; a. Act together and in person and not delegate control of the Association to others. b. Act strictly in accordance with the ATC s governing document. c. Act in the squadron s interest and without regard to their own private interests or involvement in other organisations. d. Manage the Association s affairs prudently taking a long-term as well as a short-term view. e. Not derive any personal benefit or gain from the association. f. Take proper professional advice on matters on which they are not themselves competent. g. Apply its funds and assets, in accordance with the fund s objects set out in the Squadron Association s constitutional document, It is envisaged that this is primarily for the direct benefit of the squadron and its cadets, including as appropriate providing funds for the wider Air Cadet Organisation (ie the Region and Wing) as part of the squadron s contribution to the Organisation. It is permissible that other organisations may benefit either directly or indirectly providing that is not the dominant purpose. h. In the event that the Association Charity is dissolved or otherwise ceases to exist, remit any funds and assets to the Wing Chairman to hold on trust and apply them either for the benefit of the Squadron if it continues to exist (or any squadron which may reasonably regarded as a successor squadron) or default to apply such funds and assets for any other squadrons within the wing or for the benefit of the wing. 22. Management of Finance. When dealing with the management of Association finances the trustees must: a. Make sure that bank accounts are operated by at least two trustees one of which will be the treasurer. b. Keep full and accurate accounting records. c. Collect in full all money owed or due to the Association eg cadet subscriptions. 23. Application of Charitable Income. When dealing with the application of charitable income, the trustees must: a. Spend charitable income solely for the charitable purposes set out in the governing document. b. Not accumulate income unless they have some specific future use in mind. 24. Responsibilities of Trustees for Investment. When dealing with the investment of Association s funds, the trustees must: a. Invest only in investments authorised under the Trustee Investments Act

21 b. Monitor the performance of the investments. c. Avoid speculation and invest prudently. d. Seek professional advice about what investments are most suitable for the charity. 25. Responsibilities of Trustees When Raising Funds from the Public. When raising funds from the public, the trustees must: a. Make sure that any appeal properly describes what the public s donations will be used for. b. Be open and honest if asked about the costs of the appeal. c. Not use fund-raising methods which exert undue pressure on people to give. d. Approve in advance any fund-raising or advertising campaign carried out on the charity s behalf. e. Require fund-raisers to hand over money raised or collected by them before deducting their fees or expenses. SQUADRON COMMITTEE ACTIVITIES 26. There is virtually no limit to the scope for additional training or activities to fulfil the aims of the Corps. Anything that contributes to the cadets education in its broadest sense is admissible and the only limitations are those imposed by facilities, suitable instructors, insurance, finance or good taste. Any form of service to the community is not only good training for the cadets but it can also do much good for the public image of the Corps. 27. Ideally, this form of service should be one that appeals to the cadets and captures their imagination. It could take the form of regularly helping old people, assisting disabled members of the community and participating in local projects that are dependent on volunteer support should be encouraged. However, all activities are to be conducted in accordance with current ACO regulations and ACP 5 (Air Cadets Health & Safety Manual) in particular. 28. It is mandatory to ensure that before undertaking any activity within the local community that prior approval is obtained through the participation in public events (PIPE) process by application to Wing HQ. 29. The committee is always to remember that a good Squadron Commander and his/her staff will be fully occupied in running the squadron programme and safe guarding the cadets. They will have little time to arrange these extra-curricular activities, and any help offered by the committee will therefore be most welcome. Accordingly, the committees should not to be content with offering suggestions, but once agreed, they are also to play an active part in making the necessary arrangements. The committee is thus to take a close interest in all squadron activities and offer assistance in any way that will improve the squadron s capability to fulfil its aims in relation to the cadets. MEETINGS 30. Committee Meetings. The committee shall meet at least once, but preferably more frequently, every three months. One of these meetings will constitute the Annual General Meeting of the Association. Two of these meetings should also precede the Wing and Regional meetings leading up to the Air Cadet Council and Air Cadet Council Steering Group meetings. 5-7

22 31. All meetings shall be called by the Secretary at the instance of the Chairman. 32. At least three members or one third of the Committee (whichever is the greater and excluding ex-officio members) shall constitute a quorum provided this includes one officer of the Committee. 33. Unscheduled meetings may be called at any time by three or more members of the Committee having notified the Secretary of the matter they wish to discuss. Such meetings should not be called if the matter can be dealt with at one of the scheduled meetings. 34. General Meetings. In a designated month each year an annual general meeting (AGM) of the Squadron Association will be held. If the meeting cannot be held in the designated month the period of time since the previous AGM should not exceed fifteen months from the designated month of the meeting. a. A register of those attending the AGM shall be kept by the Secretary. b. The Officers of the Committee shall present reports and the accounts of the Association to the AGM for approval. c. The Secretary shall give notice of at least 21 days, in writing, of the AGM of the Association and will invite proposers and seconders for the positions of officers and members of the committee. d. The committee members and officers of the committee will be elected on a majority vote of those attending the AGM of the Association by a showing of hands. Where more than one person is nominated, each of these must leave the room and the election will be held using slips of paper to record individual votes of the members, including postal votes. Nominees having the most votes will be elected to that position. e. It is for the Association to decide a quorum for all of its meetings, but this shall in all cases be no less than 1/10 of the total membership. 35. An Extraordinary General Meeting (EGM) of the Association may be called on 14 days written notice to the Secretary by: a. A minimum of five members or 10% of the membership of the Association, whichever is the greater. b. Three or more full members of the Committee may request for an EGM. 36. A resolution proposed at a General meeting will be put to a vote and will be agreed by a simple majority. 37. Minutes. The secretary shall keep minutes or records of decisions (RODs) of each Committee meeting, AGM and EGM. Minutes will be approved at the succeeding meeting, or by circulation to the members. Minutes of all meetings of sub-committees shall be kept and approved similarly. An approved copy of all of the minutes is to be forwarded to the Wing Chairman. 38. Squadron commanders are to be present (or represented, if unable to attend personally) at all meetings of the squadron committee, so that the committee can be given information concerning the squadron s progress, the squadron commander s views on squadron matters, and his or her vision for the future. Flight commanders of detached flights may be invited to attend in connection with items affecting their flights. 5-8

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